Create an alert to get notified when a file or folder changes in SharePoint

Create an alert to get notified when a file or folder changes in SharePoint

To stay updated when your SharePoint documents or items on your site change, create alerts. You can set up an alert for a list, library, folder, file, or list item. For example, you can set up an alert for a specific folder in a library, without receiving alerts when changes occur in the rest of the library.

Another way of getting notifications for file or list item changes is to use Power Automate with the SharePoint connector.

Get alerts on item changes in SharePoint Online

You can get an alert whenever a file, link, or folder is changed in a SharePoint Online document library. Depending on the item (file, folder, link), you may see different options when you set an alert.

  1. Go to the list or library.

  2. Select the file, link, or folder for which you want to get an alert.

  3. Select the ellipses (...) from the list of options for the list or library, and then select Alert Me.

  4. In the Alert me when items change dialog, select and change the options you want. 

  5. Select OK to save.

Get alerts on all changes in a document library in SharePoint Online

  1. Go to the list or library and make sure no items are selected.

  2. Select the ellipses (...) from the list of options for the list or library and then select Alert Me.

  3. In the Alert me when items change dialog, change or fill in the options you want.

  4. Select OK.

Cancel alerts in SharePoint Online

  1. To view your alerts from a page on the site, select the ellipsis (...) from the list of options for the list or library, and then select Manage My Alerts.

    SharePoint Online Manage alerts button highlighted
  2. Select the alert that you want to delete.

  3. Select Delete Selected Alerts

    My Alerts manager with Delete selected alerts highlighted
  4. Select OK to delete.

See updates without email alerts

If you'd rather not get email, but still want to keep on top of changes in your document libraries, take a look at File activity in a document library.

Important: A server administrator must configure outgoing e-mail in SharePoint Central Administration before you can receive an alert as an e-mail message. Similarly, before you can receive an alert as a text message, a server administrator must enable the SMS/MMS service settings in Central Administration.

Set an alert in SharePoint Server 2019, 2016, 2013, or 2010

  1. Go to the SharePoint library or list where you want to set the alert. If you’re looking at a view of the list or library on another page, you may have to click the title of the list or library first. For example, you may have to click Documents first to go to the Documents library.

  2. Do one of the following:

    • To set an alert for the entire library or list, click Library or List, and then click Alert Me, and then click Set alert on this library.

      Library tab with Set Alert on this library highlighted
    • To set an alert for a document, select the document and click Files or Documents, then click Alert Me, and then click Set alert on this document.

      In the Files tab, with Set Alert on this document highlighted
    • To set an alert on a list item, select the item and click the Items tab, then click Alert Me and then click Set alert on this item.

      SharePoint 2016 Set alert on an item with item selected
  3. Select the options you want for the alert. 

Note: The exact names of the tabs and buttons in steps 1 and 2 vary if you are in a specialized library or list, such as a picture library, tasks list, or calendar list. For example, a calendar list has Events and Calendar tabs where you can find Alert Me.

Depending on how your site and servers are set up, the person you created an alert for might receive an e-mail message that confirms that you created an alert. The alert e-mail message might provide links to the list or library, alert settings, the name of the person who created the alert, a mobile view, and other information and commands.

Cancel alerts in SharePoint 2016, 2013, or 2010

  1. Go to the SharePoint library or list where you want to set the alert. If you’re looking at a view of the list or library on another page, you may have to click the title of the list or library first. For example, you may have to click Documents first to go to the Documents library.

  2. Click Library or List, click Alert Me, and then click Manage My Alerts.

    SharePoint 2016 Manage alert button highlighted

    Note: The exact names of the tabs vary if you are in a specialized list, such as a tasks list or calendar list. For example, a calendar list has Events and Calendar tabs where you can find the Alert Me button.

  3. Click the checkbox beside name of the alert that you want to delete.

  4. Click Delete Selected Alerts, and then click OK.

    My Alerts manager with Delete selected alerts highlighted
  5. Click OK.

Configuring email or SMS services

Find information about how to configure outgoing e-mail, or the SMS service see Configure outgoing email for a SharePoint Server farm or Configure a mobile account (SharePoint Server 2010).

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